Policy Memo 102H

DOH-CACFP: Number 102H (03/05)

TO: All CACFP Sponsoring Organizations of Day Care Homes

FROM: Jeanne Culver, State Director - Child and Adult Care Food Program

SUBJECT: Requirement for Collection of Annual Enrollment Forms

The purpose of this memorandum is to remind Sponsoring Organizations of Day Care Homes of the requirement to begin collecting annual enrollment forms for each child. This requirement was issued in the 2nd interim federal regulations governing CACFP that was published on September 1, 2004. CACFP sponsoring organizations received a copy of the interim rule in conjunction with memorandum Number 101H (1/05), CACFP 2nd Interim Federal Regulations: Improving Management and Program Integrity.

The enrollment form to be used by sponsoring organizations must meet the following criteria:

  1. It must be signed by the child's parent or legal guardian,
  2. It must include information on the child's normal days and hours of care, as well as the normal meals received while in care, and
  3. A new enrollment form must be completed annually.

The enclosed sample enrollment form may be used as is, or modified for use, by sponsoring organizations to meet these requirements.

There are two effective dates for this requirement. Beginning April 1, 2005, children who are newly enrolled in a day care home must have a completed enrollment form on file that meets the requirements stated above. By September 30, 2005, an enrollment form that meets these requirements must be obtained and on file for all other children in care. After this date, no child may have an enrollment form that is greater than 12 months old.

The collection of annual enrollment information will assist sponsoring organizations in maintaining current and up-to-date information on the children in care and meals expected to be claimed. It is also important that monthly changes in enrollment information, such as changes in the days or hours of care, or added and dropped children, is updated in the Local Homes System. Updating the system will enable sponsoring organizations to efficiently track children's enrollment expiration dates.

Participant Report 10501 (enter year and month for Participant EnrExpDate) in the Windows version of the Local Homes System, and Participant Report 310 in the DOS version, allow sponsoring organizations to print the names of providers with children whose enrollments are due to expire. See the enclosed sample report printouts. Proper updating of the system and the regular use of participant reports will prevent sponsors from having lapses in the children's enrollment. Please remember that children with enrollment forms greater than 12 months old cannot be included on the monthly claims beginning October 1, 2005.

You may contact a CACFP Homes Unit Nutritionist at 1-800-942-3858, ext. 27104, if you have any questions pertaining to this requirement.